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MICROSOFT OFFICE PROFESIONAL 2010 - STEP BY STEP

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TUTORIAL MS OFFICE 2010 - STEP BY STEP …

TUTORIAL MS OFFICE 2010 - STEP BY STEP
(Authorized By : JOYCE COX; JOAN LAMBER & CURTIS FRYE).
This book is very helpful to understand Office 2010...Great book!!

Published in: Education

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  • 1. PUBLISHED BY Microsoft Press A Division of Microsoft Corporation One Microsoft Way Redmond, Washington 98052-6399 Copyright © 2011 by Online Training Solutions, Inc. and Curtis Frye All rights reserved. No part of the contents of this book may be reproduced or transmitted in any form or by any means without the written permission of the publisher. Library of Congress Control Number: 2010932312 Printed and bound in the United States of America. m Microsoft Press books are available through booksellers and distributors worldwide. For further infor­ ation about international editions, contact your local Microsoft Corporation office or contact Microsoft Press International directly at fax (425) 936-7329. Visit our Web site at www.microsoft.com/mspress. Send comments to mspinput@ microsoft.com. Microsoft and the trademarks listed at www.microsoft.com/about/legal/en/us/IntellectualProperty/Trademarks/ EN-US.aspx are trademarks of the Microsoft group of companies. All other marks are property of their respective owners. The example companies, organizations, products, domain names, e-mail addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, e-mail address, logo, person, place, or event is intended or should be inferred. This book expresses the author’s views and opinions. The information contained in this book is provided without any express, statutory, or implied warranties. Neither the authors, Microsoft Corporation, nor its resellers, or distributors will be held liable for any damages caused or alleged to be caused either directly or indirectly by this book. Acquisitions Editor: Juliana Atkinson Developmental Editor: Devon Musgrave Project Editor: Joel Panchot Editorial Production: Online Training Solutions, Inc. Cover: Girvin Body Part No. X17-08755
  • 2. Contents Introducing Microsoft Office Professional 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv Modifying the Display of the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxi Features and Conventions of This Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxvii Using the Practice Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxix Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xxxiii Part 1 Microsoft Office Professional 2010 Explore Office 2010 1 3 Working in the Program Environment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Changing Program Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Customizing the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Customizing the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 2 Work with Files 37 Creating and Saving Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Sidebar: File Compatibility with Earlier Versions of Office Programs . . . . . . . . 44 Opening, Moving Around in, and Closing Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Viewing Files in Different Ways . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 What do you think of this book? We want to hear from you! Microsoft is interested in hearing your feedback so we can continually improve our books and learning resources for you. To participate in a brief online survey, please visit: microsoft.com/learning/booksurvey    iii
  • 3. iv    Contents Part 2 Microsoft Word 2010 Edit and Proofread Text 3 63 Making Text Changes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Sidebar: About the Clipboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Finding and Replacing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Fine-Tuning Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Correcting Spelling and Grammatical Errors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 Sidebar: Viewing Document Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Inserting Saved Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93 Sidebar: Inserting One Document into Another . . . . . . . . . . . . . . . . . . . . . . . . . 97 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97 4 Change the Look of Text 99 Quickly Formatting Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Changing a Document’s Theme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Manually Changing the Look of Characters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111 Sidebar: Character Formatting and Case Considerations . . . . . . . . . . . . . . . . 119 Manually Changing the Look of Paragraphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119 Sidebar: Finding and Replacing Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 Creating and Modifying Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 Sidebar: Formatting Text as You Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137 5 Organize Information in Columns and Tables 139 Presenting Information in Columns . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Creating Tabbed Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147 Presenting Information in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149 Sidebar: Performing Calculations in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158 Sidebar: Other Layout Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 Formatting Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160 Sidebar: Quick Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165
  • 4. Contents   v 6 Add Simple Graphic Elements 167 Inserting and Modifying Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168 Sidebar: About Clip Art . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174 Changing a Document’s Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Inserting Building Blocks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183 Sidebar: Drawing Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196 Adding WordArt Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197 Sidebar: Formatting the First Letter of a Paragraph . . . . . . . . . . . . . . . . . . . . . 202 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203 7 Preview, Print, and Distribute Documents 205 Previewing and Adjusting Page Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206 Controlling What Appears on Each Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212 Printing Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217 Preparing Documents for Electronic Distribution . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224 Part 3 Microsoft Excel 2010 Set Up a Workbook 8 227 Creating Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228 Modifying Workbooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233 Modifying Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237 Customizing the Excel 2010 Program Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 241 Zooming In on a Worksheet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242 Arranging Multiple Workbook Windows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243 Adding Buttons to the Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . .244 Customizing the Ribbon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246 Maximizing Usable Space in the Program Window . . . . . . . . . . . . . . . . . . . . . 249 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
  • 5. vi    Contents 9 Work with Data and Excel Tables 255 Entering and Revising Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256 Moving Data Within a Workbook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260 Finding and Replacing Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264 Correcting and Expanding Upon Worksheet Data . . . . . . . . . . . . . . . . . . . . . . . . . . . 269 Defining Excel Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279 10 Perform Calculations on Data 281 Naming Groups of Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282 Creating Formulas to Calculate Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286 Summarizing Data That Meets Specific Conditions . . . . . . . . . . . . . . . . . . . . . . . . . . 296 Finding and Correcting Errors in Calculations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307 11 Change Workbook Appearance 309 Formatting Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310 Defining Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316 Applying Workbook Themes and Excel Table Styles . . . . . . . . . . . . . . . . . . . . . . . . . 320 Making Numbers Easier to Read . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327 Changing the Appearance of Data Based on Its Value . . . . . . . . . . . . . . . . . . . . . . . 332 Adding Images to Worksheets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345 12 Focus on Specific Data by Using Filters 347 Limiting Data That Appears on Your Screen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 348 Manipulating Worksheet Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354 Selecting List Rows at Random . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 354 Summarizing Worksheets with Hidden and Filtered Rows . . . . . . . . . . . . . . . 355 Finding Unique Values Within a Data Set . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358 Defining Valid Sets of Values for Ranges of Cells . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 367
  • 6. Contents   vii Part 4 Microsoft PowerPoint 2010 Work with Slides 13 371 Adding and Deleting Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371 Adding Slides with Ready-Made Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 374 Sidebar: Working with Slide Libraries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379 Sidebar: Exporting Presentations as Outlines . . . . . . . . . . . . . . . . . . . . . . . . . . 380 Dividing Presentations into Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 380 Rearranging Slides and Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 387 14 Work with Slide Text 389 Entering Text in Placeholders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 390 Adding Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393 Sidebar: Changing the Default Font for Text Boxes . . . . . . . . . . . . . . . . . . . . . 400 Editing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 400 Sidebar: About the Clipboard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 405 Correcting and Sizing Text While Typing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 406 Checking Spelling and Choosing the Best Words . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412 Sidebar: Researching Information and Translating Text . . . . . . . . . . . . . . . . . . 417 Finding and Replacing Text and Fonts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421 15 Format Slides 423 Applying Themes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423 Using Different Color and Font Schemes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426 Changing the Slide Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 429 Changing the Look of Placeholders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 433 Changing the Alignment, Spacing, Size, and Look of Text . . . . . . . . . . . . . . . . . . . . 437 Sidebar: Non–Color Scheme Colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 444 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 445
  • 7. viii    Contents 16 Add Simple Visual Enhancements 447 Inserting Pictures and Clip Art Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 448 Inserting Diagrams . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 454 Sidebar: Graphic Formats . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455 Sidebar: Converting Existing Bullet Points into Diagrams . . . . . . . . . . . . . . . . 462 Inserting Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 462 Drawing Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 470 Sidebar: Connecting Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 478 Adding Transitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 479 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 483 17 Review and Deliver Presentations 485 Setting Up Presentations for Delivery . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 486 Previewing and Printing Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 491 Preparing Speaker Notes and Handouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 495 Sidebar: Enhanced Handouts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 501 Finalizing Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 502 Sidebar: Setting Up Presenter View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 508 Delivering Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 509 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 512 Part 5 Microsoft OneNote 2010 Explore OneNote 2010 18 515 Navigating in the OneNote Program Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 516 Sidebar: Working with Multiple Notebooks . . . . . . . . . . . . . . . . . . . . . . . . . . . . 518 Working in the OneNote Program Window . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 519 Working from the Ribbon and Quick Access Toolbar . . . . . . . . . . . . . . . . . . . . 519 Working in the Backstage View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 522 Exploring OneNote in the Default Notebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 526 Customizing OneNote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 535 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 537
  • 8. Contents   ix 19 Create and Configure Notebooks 539 Creating a Notebook for Use by One Person . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 540 Creating a Notebook for Use by Multiple People . . . . . . . . . . . . . . . . . . . . . . . . . . . . 543 Sharing a New or Existing Notebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 544 Managing a Shared Notebook . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 548 Creating Sections and Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 550 Creating Pages and Subpages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 551 Naming Sections and Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 554 Creating Sections and Section Groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 555 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 561 20 Create and Organize Notes 563 Working with Note Containers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 564 Entering Content Directly onto a Page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565 Referencing External Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 565 Creating Handwritten Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 567 Inserting Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 568 Formatting Notes, Pages, and Sections . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 569 Sidebar: Tagging Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 578 Sending Content to OneNote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 579 Collecting Screen Clippings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 581 Collecting Web Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 583 Sidebar: Inserting the Date and Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 584 Capturing Audio and Video Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 585 Sidebar: Missing the OneNote Icon? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 590 Taking Notes on the Side . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 591 Sidebar: Collecting Information Outside of OneNote . . . . . . . . . . . . . . . . . . . 593 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 594
  • 9. x    Contents Part 6 Microsoft Outlook 2010 Send and Receive E-Mail Messages 21 597 Creating and Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 598 Addressing Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 599 Troubleshooting Message Addressing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 601 Entering Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 603 Saving and Sending Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 604 Sidebar: Managing Multiple Accounts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 614 Attaching Files to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 615 Sidebar: Troubleshooting File Types and Extensions . . . . . . . . . . . . . . . . . . . . 617 Viewing Messages and Message Attachments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 618 Sidebar: Viewing Conversations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 627 Configuring Reading Pane Behavior . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 627 Viewing Reading Pane Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 627 Marking Messages as Read . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 628 Single Key Reading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 629 Viewing Message Participant Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 630 Presence Icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 630 Contact Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 630 The People Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 632 Sidebar: Troubleshooting the People Pane . . . . . . . . . . . . . . . . . . . . . . . . . . . . 633 Responding to Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 634 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 640 Sidebar: Resending and Recalling Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . 641 22 Store and Access Contact Information 643 Saving and Updating Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 644 Creating Contact Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 645 Address Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 646 Sidebar: Dialing Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .648 Sidebar: Conforming to Address Standards . . . . . . . . . . . . . . . . . . . . . . . . . . . . 656 Communicating with Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 656 Initiating Communication from Contact Records . . . . . . . . . . . . . . . . . . . . . . . 657 Selecting Message Recipients from Address Books . . . . . . . . . . . . . . . . . . . . . 658
  • 10. Contents   xi Displaying Different Views of Contact Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 659 Sidebar: User-Defined Fields . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 666 Printing Contact Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 667 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 676 23 Manage Scheduling 679 Scheduling and Changing Appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 680 Sidebar: Adding National Holidays to Your Calendar . . . . . . . . . . . . . . . . . . . . 686 Sidebar: Creating an Appointment from a Message . . . . . . . . . . . . . . . . . . . . 688 Scheduling and Changing Events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 689 Scheduling Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 691 Sidebar: Updating and Canceling Meetings . . . . . . . . . . . . . . . . . . . . . . . . . . . . 697 Responding to Meeting Requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 698 Displaying Different Views of a Calendar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 701 Views . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 701 Arrangements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 701 Using the Date Navigator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 703 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 712 24 Track Tasks 715 Creating Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 716 Creating Tasks from Scratch . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 716 Task Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 717 Creating Tasks from Outlook Items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 718 Updating Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 726 Removing Tasks and Items from Task Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 729 Managing Task Assignments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 730 Tasks You Assign to Others . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 730 Tasks Other People Assign to You . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 732 Displaying Different Views of Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 735 Sidebar: Finding and Organizing Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 742 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 743
  • 11. xii    Contents Part 7 Microsoft Access 2010 Explore an Access 2010 Database 25 747 Working in Access 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 748 Sidebar: Enabling Macros and Other Database Content . . . . . . . . . . . . . . . . . 758 Understanding Database Concepts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 760 Exploring Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 761 Sidebar: Tabbed Pages vs. Overlapping Windows . . . . . . . . . . . . . . . . . . . . . . 766 Exploring Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 768 Exploring Queries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 773 Exploring Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 777 Previewing and Printing Access Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 782 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 787 26 Create Databases and Simple Tables 789 Creating Databases from Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 790 Sidebar: Web Databases . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 795 Creating Databases and Tables Manually . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 796 Sidebar: Database Design . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 804 Manipulating Table Columns and Rows . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 805 Refining Table Structure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 808 Creating Relationships Between Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 813 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 819 27 Create Simple Forms 821 Creating Forms by Using the Form Tool . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 822 Changing the Look of Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 829 Changing the Arrangement of Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 837 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 843
  • 12. Contents   xiii 28 Display Data 845 Sorting Information in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 846 Sidebar: How Access Sorts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 850 Filtering Information in Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 851 Filtering Information by Using Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 855 Sidebar: Wildcards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 859 Locating Information That Matches Multiple Criteria . . . . . . . . . . . . . . . . . . . . . . . . 859 Sidebar: Generating Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 863 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 864 Part 8 Microsoft Publisher 2010 Get Started with Publisher 2010 29 867 Starting New Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 868 Using Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 869 Sidebar: Custom Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 870 Importing Word Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 871 Storing Personal and Company Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 879 Previewing and Printing Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 887 Checking Publications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 888 Working with Advanced Printer Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 888 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 897 30 Create Visual Interest 899 Working with Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 900 Manipulating Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 900 Formatting Text for Visual Impact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 901 Working with WordArt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 908 Working with Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 919 Working with Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 931 Manipulating Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 931 Connecting and Grouping Shapes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 932 Working with Ready-Made Visual Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 940 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 947
  • 13. xiv    Contents 31 Create Colorful Cards and Calendars 949 Creating Folded Cards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 950 Choosing a Design or Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 950 Changing the Color Scheme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 951 Using Non–Color-Scheme Colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 952 Choosing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 952 Creating Postcards . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 963 Using Mail Merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 963 Using Catalog Merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 964 Creating Calendars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 974 Adding Captions, Credits, and Copyrights . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 974 Changing Page Backgrounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 975 Working with Master Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 975 Key Points . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 984 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 985 About the Authors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1032 What do you think of this book? We want to hear from you! Microsoft is interested in hearing your feedback so we can continually improve our books and learning resources for you. To participate in a brief online survey, please visit: microsoft.com/learning/booksurvey
  • 14. Introducing Microsoft Office Professional 2010 Microsoft Office 2010 is a comprehensive system of programs, servers, services, and solutions, including a dozen desktop productivity programs that you can install on your computer, and four new online program versions. To meet the varying needs of individuals and organizations, Microsoft offers five different Office 2010 software suites, each consisting of a different subset of programs. The following table identifies the programs available in each of the software suites. Office Home Office Home Office and Student and Business Standard 2010 2010 2010 Access Office Office Professional Professional 2010 Plus 2010 Yes Communicator Excel Yes Yes Yes Yes Yes InfoPath OneNote Yes Yes Yes Yes Yes Yes Outlook with Business Contact Manager Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Publisher SharePoint Workspace Word Office Web Apps Yes Yes Outlook PowerPoint Yes Yes Yes Yes Yes Yes Yes Yes Yes Office Standard and Office Professional Plus are available only to volume licensing subscribers. The Office Web Apps, which are available with Office Standard and Office Professional Plus, and available to the general public through Windows Live, are online versions of Word, Excel, PowerPoint, and OneNote. You can store documents online and work with them from within any Web browser window by using the Office Web Apps.    xv
  • 15. xvi    Introducing Microsoft Office Professional 2010 This book provides instructional material for the following programs, which together form the Office Professional 2010 software suite: ● Microsoft Word 2010  A word-processing program with which you can quickly and efficiently author and format documents. ● Microsoft Excel 2010  A spreadsheet program with which you can analyze, communicate, and manage information. ● Microsoft PowerPoint 2010  A program with which you can develop and present dynamic, professional-looking slide presentations. ● Microsoft OneNote 2010  A digital notebook program with which you can collect, organize, and quickly locate many types of electronic information. ● Microsoft Outlook 2010  A personal information management program with which you can manage e-mail, contacts, meetings, tasks, and other communications. ● Microsoft Access 2010  A database program with which you can collect information and output information for reuse in a variety of formats. ● Microsoft Publisher 2010  A desktop publishing program with which you can lay out newsletters, cards, calendars, and other publications. The information in this book applies to these programs in all the software suites. If you have a software suite other than Office Professional, or if you installed one or more of these programs independently of a software suite, this is the right book for you. Certification Desktop computing proficiency is increasingly important in today’s business world. When screening, hiring, and training employees, more employers are relying on the objectivity and consistency of technology certification to ensure the competence of their workforce. As an employee or job seeker, you can use technology certification to prove that you already have the skills you need to succeed. A Microsoft Office Specialist (MOS) is an indi­ idual who has demonstrated worldwide skill standards through a certification exam v in one or more of the Office 2010 programs, including Microsoft Access, Excel, Outlook, PowerPoint, or Word. To learn more about the MOS program, visit the Microsoft Office Specialist Certification page at go.microsoft.com/fwlink/?LinkId=193884.
  • 16. Introducing Microsoft Office Professional 2010   xvii For More Information The chapters of this book that cover Microsoft Word 2010, Excel 2010, PowerPoint 2010, Outlook 2010, and Access 2010 are excerpted from the full-length Step by Step books written about those programs. This book provides an overview of each program and information to get you started. To learn more, refer to the following books. Microsoft Word 2010 Step by Step By Joyce Cox and Joan Lambert (Microsoft Press, 2010) ISBN 978-0-7356-2693-5 Contents: 1 Explore Word 2010 2 Edit and Proofread Text 3 Change the Look of Text 4 Organize Information in Columns and Tables 5 Add Simple Graphic Elements 6 Preview, Print, and Distribute Documents 7 Insert and Modify Diagrams 8 Insert and Modify Charts 9 Use Other Visual Elements 10 Organize and Arrange Content 11 Create Documents for Use Outside of Word 12 Explore More Text Techniques 13 Use Reference Tools for Longer Documents 14 Work with Mail Merge 15 Collaborate on Documents 16 Work in Word More Efficiently
  • 17. xviii    Introducing Microsoft Office Professional 2010 Microsoft Excel 2010 Step by Step By Curtis Frye (Microsoft Press, 2010) ISBN 978-0-7356-2694-2 Contents: 1 Setting Up a Workbook 2 Working with Data and Excel Tables 3 Performing Calculations on Data 4 Changing Workbook Appearance 5 Focusing on Specific Data by Using Filters 6 Reordering and Summarizing Data 7 Combining Data from Multiple Sources 8 Analyzing Alternative Data Sets 9 Creating Dynamic Worksheets by Using PivotTables 10 Creating Charts and Graphics 11 Printing 12 Automating Repetitive Tasks by Using Macros 13 Working with Other Microsoft Office Programs 14 Collaborating with Colleagues Microsoft PowerPoint 2010 Step by Step By Joyce Cox and Joan Lambert (Microsoft Press, 2010) ISBN 978-0-7356-2691-1 Contents: 1 Explore PowerPoint 2010 2 Work with Slides 3 Work with Slide Text 4 Format Slides 5 Add Simple Visual Enhancements
  • 18. Introducing Microsoft Office Professional 2010   xix 6 Review and Deliver Presentations 7 Add Tables 8 Fine-Tune Visual Elements 9 Add Other Enhancements 10 Add Animation 11 Add Sound and Movies 12 Share and Review Presentations 13 Create Custom Presentation Elements 14 Prepare for Delivery 15 Customize PowerPoint Microsoft Outlook 2010 Step by Step By Joan Lambert and Joyce Cox (Microsoft Press, 2010) ISBN 978-0-7356-2690-4 Contents: 1 Get Started with Outlook 2010 2 Explore the Outlook Windows 3 Send and Receive E-Mail Messages 4 Store and Access Contact Information 5 Manage Scheduling 6 Track Tasks 7 Organize Your Inbox 8 Manage Your Calendar 9 Work with Your Contact List 10 Enhance Message Content 11 Manage E-Mail Settings 12 Work Remotely 13 Customize Outlook
  • 19. xx    Introducing Microsoft Office Professional 2010 Microsoft Access 2010 Step by Step By Joyce Cox and Joan Lambert (Microsoft Press, 2010) ISBN 978-0-7356-2692-8 Contents: 1 Explore an Access 2010 Database 2 Create Databases and Simple Tables 3 Create Simple Forms 4 Display Data 5 Create Simple Reports 6 Maintain Data Integrity 7 Create Custom Forms 8 Create Queries 9 Create Custom Reports 10 Import and Export Data 11 Make Databases User Friendly 12 Protect Databases 13 Customize Access Let’s Get Started! Office 2010 includes new features, new functionality, and an easy-to-use interface intended to streamline your computing experience and make it easier to learn new programs. We’re excited to bring you this glimpse into the inner workings of selected features in the core Office programs. We’ll start with the basics and work into the most interesting and necessary features of each program. If you are an experienced Office user, you can skim Chapter 1, “Explore Office 2010,” skip Chapter 2, “Work with Files,” and jump right into the program-specific chapters.
  • 20. Modifying the Display of the Ribbon The goal of the Microsoft Office 2010 working environment is to make working with Office files—including Microsoft Word documents, Excel workbooks, PowerPoint presentations, Outlook e-mail messages, and Access databases—as intuitive as possible. You work with an Office file and its contents by giving commands to the program in which the document is open. All Office 2010 programs organize commands on a horizontal bar called the ribbon, which appears across the top of each program window whether or not there is an active document. Ribbon tabs Ribbon groups A typical program window ribbon. Commands are organized on task-specific tabs of the ribbon, and in feature-specific groups on each tab. Commands generally take the form of buttons and lists. Some appear in galleries in which you can choose from among multiple options. Some groups have related dialog boxes or task panes that contain additional commands. Throughout this book, we discuss the commands and ribbon elements associated with the program feature being discussed. In this section, we discuss the general appearance of the ribbon, things that affect its appearance, and ways of locating commands that aren’t visible on compact views of the ribbon. See Also  For detailed information about the ribbon, see “Working in the Program Environment” in Chapter 1, “Explore Office 2010.” Tip  Some older commands no longer appear on the ribbon but are still available in the program. You can make these commands available by adding them to the Quick Access Toolbar. For more information, see “Customizing the Quick Access Toolbar” in Chapter 1, “Explore Office 2010.”    xxi
  • 21. xxii    Modifying the Display of the Ribbon Dynamic Ribbon Elements The ribbon is dynamic, meaning that the appearance of commands on the ribbon changes as the width of the ribbon changes. A command might be displayed on the ribbon in the form of a large button, a small button, a small labeled button, or a list entry. As the width of the ribbon decreases, the size, shape, and presence of buttons on the ribbon adapt to the available space. For example, when sufficient horizontal space is available, the buttons on the Review tab of the Word program window are spread out and you’re able to see more of the commands available in each group. Drop-down list Small labeled button Large button The Review tab of the Word program window at 1024 pixels wide. If you decrease the width of the ribbon, small button labels disappear and entire groups of buttons are hidden under one button that represents the group. Click the group button to display a list of the commands available in that group. Group button Small unlabeled buttons The Review tab of the Word program window at 675 pixels wide.
  • 22. Modifying the Display of the Ribbon   xxiii When the window becomes too narrow to display all the groups, a scroll arrow appears at its right end. Click the scroll arrow to display hidden groups. Scroll arrow The Review tab of the Word program window at 340 pixels wide. Changing the Width of the Ribbon The width of the ribbon is dependent on the horizontal space available to it, which depends on these three factors: ● The width of the program window  Maximizing the program window provides the most space for ribbon elements. You can resize the program window by clicking the button in its upper-right corner or by dragging the border of a non-maximized window. On a computer running Windows 7, you can maximize the program window by dragging its title bar to the top of the screen. ● Your screen resolution  Screen resolution is the amount of information your screen displays, expressed as pixels wide by pixels high. The greater the screen resolution, the greater the amount of information that will fit on one screen. Your screen resolution options are dependent on your monitor. At the time of writing, possible screen resolutions range from 800 × 600 to 2048 × 1152. In the case of the ribbon, the greater the number of pixels wide (the first number), the greater the number of buttons that can be shown on the ribbon, and the larger those buttons can be.
  • 23. xxiv    Modifying the Display of the Ribbon On a computer running Windows 7, you can change your screen resolution from the Screen Resolution window of Control Panel. You set the resolution by dragging the pointer on the slider. ● The density of your screen display  You might not be aware that you can change the magnification of everything that appears on your screen by changing the screen magnification setting in Windows. Setting your screen magnification to 125% makes text and user interface elements larger on screen. This increases the legibility of information, but it means that less information fits onto each screen. On a computer running Windows 7, you can change the screen magnification from the Display window of Control Panel. See Also  For more information about display settings, refer to Windows 7 Step by Step (Microsoft Press, 2009), Windows Vista Step by Step (Microsoft Press, 2006), or Windows XP Step by Step (Microsoft Press, 2002) by Joan Lambert Preppernau and Joyce Cox.
  • 24. Modifying the Display of the Ribbon   xxv You can choose one of the standard display magnification options or create another by setting a custom text size. The screen magnification is directly related to the density of the text elements on screen, which is expressed in dots per inch (dpi) or points per inch (ppi). (The terms are interchangeable, and in fact are both used in the Windows dialog box in which you change the setting.) The greater the dpi, the larger the text and user interface elements appear on screen. By default, Windows displays text and screen elements at 96 dpi. Choosing the Medium - 125% display setting changes the dpi of text and screen elements to 120 dpi. You can choose a custom setting of up to 500 percent magnification, or 480 dpi, in the Custom DPI Setting dialog box. You can choose a magnification of up to 200 percent from the lists, or choose a greater magnification by dragging the ruler from left to right.
  • 25. xxvi    Modifying the Display of the Ribbon Adapting Exercise Steps The screen images shown in the exercises in this book were captured at a screen resolution of 1024 × 768, at 100% magnification, and with the default text size (96 dpi). If any of your settings are different, the ribbon on your screen might not look the same as the one shown in the book. For example, you might see more or fewer buttons in each of the groups, the buttons you see might be represented by larger or smaller icons than those shown, or the group might be represented by a button that you click to display the group’s commands. When we instruct you to give a command from the ribbon in an exercise, we do it in this format: ● On the Insert tab, in the Illustrations group, click the Chart button. If the command is in a list, we give the instruction in this format: ● On the Page Layout tab, in the Page Setup group, click the Breaks button and then, in the list, click Page. The first time we instruct you to click a specific button in each exercise, we display an image of the button in the page margin to the left of the exercise step. If differences between your display settings and ours cause a button on your screen to not appear as shown in the book, you can easily adapt the steps to locate the command. First, click the specified tab. Then locate the specified group. If a group has been collapsed into a group list or group button, click the list or button to display the group’s commands. Finally, look for a button that features the same icon in a larger or smaller size than that shown in the book. If necessary, point to buttons in the group to display their names in ScreenTips. If you prefer not to have to adapt the steps, set up your screen to match ours while you read and work through the exercises in the book.
  • 26. Features and Conventions of This Book This book has been designed to lead you step by step through tasks you’re likely to want to perform in Microsoft Word 2010, Excel 2010, PowerPoint 2010, OneNote 2010, Outlook 2010, Access 2010, and Publisher 2010. These programs are available as part of the Microsoft Office Professional 2010 software suite. See Also  This book, Microsoft Office Professional 2010 Step by Step, includes a selection of instructional content for each program in the Office Professional 2010 software suite. For more complete coverage of the features of each of these programs, refer to the corresponding program-specific Step by Step book. Each chapter of this book includes self-contained topics that teach you about specific program features. Most topics conclude with a step-by-step exercise in which you practice using the program. The following features of this book will help you locate specific information: ● Detailed table of contents  Scan the listing of the topics and sidebars within each chapter. ● Chapter thumb tabs  Easily locate the beginning of each chapter by looking at the colored blocks on the odd-numbered pages. ● Topic-specific running heads  Within a chapter, quickly locate a topic by looking at the running heads at the top of odd-numbered pages. ● Glossary  Look up the meaning of a word or the definition of a concept. The glossary for this book is available as online companion content. For more information, see go.microsoft.com/fwlink/?LinkID=192155. ● Detailed index  Look up specific tasks and features in the index, which has been carefully crafted with the reader in mind.    xxvii
  • 27. xxviii    Features and Conventions of This Book You can save time when reading this book by understanding how the Step by Step series shows exercise instructions, keys to press, buttons to click, and other information. These conventions are listed in the following table. Convention Meaning SET UP This paragraph preceding a step-by-step exercise indicates the practice files that you will use when working through the exercise. It also indicates any requirements you should attend to or actions you should take before beginning the exercise. CLEAN UP This paragraph following a step-by-step exercise provides instructions for saving and closing open files or programs before moving on to another topic. It also suggests ways to reverse any changes you made to your computer while working through the exercise. 1 2 Blue numbered steps guide you through hands-on exercises in each topic. 1 Black numbered steps guide you through procedures in sidebars and expository text. 2 See Also This paragraph directs you to more information about a topic in this book or elsewhere. Troubleshooting This paragraph alerts you to a common problem and provides guidance for fixing it. Tip This paragraph provides a helpful hint or shortcut that makes working through a task easier. Important This paragraph points out information that you need to know to complete a procedure. Keyboard Shortcut This paragraph provides information about an available keyboard shortcut for the preceding task. Ctrl+B A plus sign (+) between two keys means that you must press those keys at the same time. For example, “Press Ctrl+B” means that you should hold down the Ctrl key while you press the B key. Pictures of buttons appear in the margin the first time the button is used in an exercise. Black bold In exercises that begin with SET UP information, the names of program elements, such as buttons, commands, windows, and dialog boxes, as well as files, folders, or text that you interact with in the steps, are shown in bold black type. Blue bold In exercises that begin with SET UP information, text that you should type is shown in bold blue type.
  • 28. Using the Practice Files Before you can complete the exercises in this book, you need to copy the book’s practice files to your computer. These practice files, and other information, can be downloaded from the book’s detail page, located at: go.microsoft.com/fwlink/?LinkId=192155 Display the detail page in your Web browser and follow the instructions for downloading the files. Important  The Office Professional 2010 software suite is not available from this Web page. You should purchase and install that software suite before using this book. The following table lists the practice files for this book. Chapter File Chapter 1: Explore Office 2010 None Chapter 2: Work with Files Prices_start.docx Procedures_start.docx Rules_start.docx Chapter 3: Edit and Proofread Text Bamboo_start.docx Brochure_start.docx Letter_start.docx Orientation_start.docx RulesRegulations_start.docx Chapter 4: Change the Look of Text AgendaA_start.docx AgendaB_start.docx Information_start.docx OrientationDraft_start.docx RulesDraft_start.docx Chapter 5: Organize Information in Columns and Tables ConsultationA_start.docx ConsultationB_start.docx RepairCosts_start.docx RoomPlanner_start.docx    xxix
  • 29. xxx    Using the Practice Files Chapter File Chapter 6: Add Simple Graphic Elements Announcement_start.docx Authors_start.docx Flyer_start.docx Joan.jpg Joyce.jpg MarbleFloor.jpg OTSI-Logo.png Chapter 7: Preview, Print, and Distribute Documents InfoSheetA_start.docx InfoSheetB_start.docx InfoSheetC_start.docx OfficeInfo_start.docx Chapter 8: Set Up a Workbook ExceptionSummary_start.xlsx ExceptionTracking_start.xlsx MisroutedPackages_start.xlsx PackageCounts_start.xlsx RouteVolume_start.xlsx Chapter 9: Work with Data and Excel Tables 2010Q1ShipmentsByCategory_start.xlsx AverageDeliveries_start.xlsx DriverSortTimes_start.xlsx Series_start.xlsx ServiceLevels_start.xlsx Chapter 10: Perform Calculations on Data ConveyerBid_start.xlsx ITExpenses_start.xlsx PackagingCosts_start.xlsx VehicleMiles_start.xlsx Chapter 11: Change Workbook Appearance CallCenter_start.xlsx Dashboard_start.xlsx ExecutiveSearch_start.xlsx HourlyExceptions_start.xlsx HourlyTracking_start.xlsx Phone.jpg Texture.jpg VehicleMileSummary_start.xlsx Chapter 12: Focus on Specific Data by Using Filters Credit_start.xlsx ForFollowUp_start.xlsx PackageExceptions_start.xlsx
  • 30. Using the Practice Files   xxxi Chapter File Chapter 13: Work with Slides Projects.pptx ServiceA_start.pptx ServiceB_start.pptx ServiceC_start.pptx ServiceD_start.pptx ServiceOrientation.docx Chapter 14: Work with Slide Text BuyingTripsB_start.pptx BuyingTripsC_start.pptx CommunityServiceA_start.pptx CommunityServiceB_start.pptx CommunityServiceC_start.pptx Chapter 15: Format Slides BusinessTravelA_start.pptx BusinessTravelB_start.pptx ColorDesign_start.pptx CompanyMeetingA_start.pptx CompanyMeetingB_start.pptx LandscapingA_start.pptx Chapter 16: Add Simple Visual Enhancements Agastache.jpg JournalingA_start.pptx JournalingB_start.pptx Penstemon.jpg WaterConsumption.xlsx WaterSavingA_start.pptx WaterSavingB_start.pptx WaterSavingC_start.pptx Chapter 17: Review and Deliver Presentations Harmony_start.pptx Meeting_start.pptx SavingWater_start.pptx ServiceOrientationA_start.pptx ServiceOrientationB_start.pptx YinYang.png Chapter 18: Explore OneNote 2010 None Chapter 19: Create and Configure Notebooks None
  • 31. xxxii    Using the Practice Files Chapter File Chapter 20: Create and Organize Notes SBS Content Entry folder ADatumLogo.png Cabo.jpg California_Poppy.jpg Desert.jpg Landscaping.pptx Chapter 21: Send and Receive E-Mail Messages Brochure.docx StrategySession.pptx SBS First Draft message (created in this chapter) Chapter 22: Store and Access Contact Information Andrea Dunker, Andrew Davis, Idan Rubin, Nancy Anderson, and Sara Davis contact records (created in this chapter) Chapter 23: Manage Scheduling SBS Lunch with Jane and SBS Staff Meeting appointments, SBS Pay Day event (created in this chapter) Chapter 24: Track Tasks SBS First Draft and SBS Tradeshow Schedule messages (created in Chapter 21) SBS Dinner Reservations, SBS Order Brochures, and SBS Send Dinner Invitations tasks (created in this chapter) Chapter 25: Explore an Access 2010 Database GardenCompany01_start.accdb Chapter 26: Create Databases and Simple Tables None Chapter 27: Create Simple Forms GardenCompany03_start.accdb Logo.png Chapter 28: Display Data GardenCompany04_start.accdb Chapter 29: Get Started with Publisher 2010 Importing.docx Logo.png Printing_start.pub Chapter 30: Create Visual Interest BirthdayGirl.jpg Blank_start.pub Text.docx Chapter 31: Create Colorful Cards and Calendars DataSource.xlsx Peaceful.jpg
  • 32. Getting Help Every effort has been made to ensure the accuracy of this book. If you do run into problems, please contact the sources listed in the following sections. Getting Help with This Book If your question or issue concerns the content of this book or its practice files, please first consult the book’s errata page, which can be accessed at: go.microsoft.com/fwlink/?LinkID=192155 This page provides information about known errors and corrections to the book. If you do not find your answer on the errata page, send your question or comment to Microsoft Press Technical Support at: mspinput@microsoft.com Getting Help with Office 2010 If your question is about one of the programs in the Microsoft Office Professional 2010 software suite, and not about the content of this book, your first recourse is the Help system for the individual program. This system is a combination of tools and files stored on your computer when you installed the software suite or program and, if your computer is connected to the Internet, information available from the Microsoft Office Online Web site. You can find Help information in the following ways: ● To find out about an item on the screen, you can display a ScreenTip. For example, to display a ScreenTip for a button, point to the button without clicking it. The ScreenTip gives the button’s name, the associated keyboard shortcut if there is one, and sometimes a description of what the button does when you click it. ● In the program window, you can click the Help button (a question mark in a blue circle) at the right end of the ribbon to display the program-specific Help window. ● At the right end of the title bars of some dialog boxes is a Help button (also a question mark) that you can click to display the program-specific Help window. Sometimes, topics related to the functions of that dialog box are already identified in the window.    xxxiii
  • 33. xxxiv    Getting Help To practice getting help, you can work through the following exercise. SET UP  You don’t need any practice files to complete this exercise. Start Word, and then follow the steps. 1. At the right end of the ribbon, click the Microsoft Word Help button. The Word Help window opens. You can change the size of the font in the window by clicking the Change Font Size button on the toolbar. If you are connected to the Internet, clicking any of the buttons below the Microsoft Office banner (Products, Support, Images, and Templates) takes you to a corresponding page of the Office Web site.
  • 34. Getting Help   xxxv 2. Below the bulleted list under Browse Word 2010 support, click see all. The window changes to display a list of Help topics. 3. In the list of topics, click Activating Word. Word Help displays a list of topics related to activating Microsoft Office programs. You can click any topic to display the corresponding information. 4. On the toolbar, click the Show Table of Contents button. The window expands to accommodate two panes. The Table Of Contents pane appears on the left. Like the table of contents in a book, it is organized in sections. If you’re connected to the Internet, Word displays sections, topics, and training available from the Office Online Web site as well as those stored on your computer. Clicking any section (represented by a book icon) displays that section’s topics (represented by Help icons).
  • 35. xxxvi    Getting Help 5. In the Table of Contents pane, click a few sections and topics. Then click the Back 6. At the right end of the Table of Contents title bar, click the Close button. 7. At the top of the Word Help window, click the Type words to search for box, and Forward buttons to move among the topics you have already viewed. type saving, and then press the Enter key. The Word Help window displays topics related to the word you typed. Next and Back buttons appear, making it easier to search for the topic you want.
  • 36. Getting Help   xxxvii 8. In the results list, click the Recover earlier versions of a file in Office 2010 topic. The selected topic appears in the Word Help window. 9. Below the title at the top of the topic, click Show All. Word displays any information that has been collapsed under a heading and changes the Show All button to Hide All. You can jump to related information by clicking hyperlinks identified by blue text. Tip  You can click the Print button on the toolbar to print a topic. Only the displayed information is printed. CLEAN UP  Click the Close button at the right end of the Word Help window. More Information If your question is about an Office 2010 program or another Microsoft software product and you cannot find the answer in the product’s Help system, please search the appropriate product solution center or the Microsoft Knowledge Base at: support.microsoft.com In the United States, Microsoft software product support issues not covered by the Microsoft Knowledge Base are addressed by Microsoft Product Support Services. Location-specific software support options are available from: support.microsoft.com/gp/selfoverview/
  • 37. Part 1 Microsoft Office Professional 2010 1 Explore Office 2010 . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 2 Work with Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37    1
  • 38. Chapter at a Glance Work in the program environment, page 4 Change program settings, page 17 Customize the ribbon, page 26 Customize the Quick Access Toolbar, page 31
  • 39. 1 Explore Office 2010 In this chapter, you will learn how to ✔ Work in the program environment. ✔ Change program settings. ✔ Customize the ribbon. ✔ Customize the Quick Access Toolbar. Microsoft Office 2010 programs have a common user interface—the way the program looks and the way you interact with it—which means that skills and techniques you learn in one program are also useful in the others. Certain information that you provide in one Office 2010 program is made available to other Office 2010 programs so that you don’t have to provide it individually in each program. Other settings are specific to the program you’re working in. The basic Office 2010 user interface includes a standard method of giving commands by using tools gathered on a dynamic toolbar, called the ribbon. Commands are represented by buttons, by lists or galleries from which you choose settings, or by fields in task panes and dialog boxes in which you specify settings. You can customize some of the content that is available from the ribbon by hiding sets of commands (tabs) or by creating custom tabs. You can also collect frequently used buttons, lists, and galleries on a separate toolbar, the Quick Access Toolbar, so that they are available to you from anywhere in the program. Each program has standard settings based on the way that most people work with the program. However, you can customize the settings to meet your specific needs and to fit the way that you work. In this chapter, you’ll first familiarize yourself with the standard Office 2010 program working environment. Then you’ll customize the working environment, ribbon, and Quick Access Toolbar in Microsoft Word 2010, using techniques that are common to working in any Office 2010 program. Practice Files  You don’t need any practice files to complete the exercises in this chapter. For more information about practice file requirements, see “Using the Practice Files” at the beginning of this book.    3
  • 40. 4    Chapter 1  Explore Office 2010 Working in the Program Environment The most common way to start any Office 2010 program is from the Start menu, displayed when you click the Start button at the left end of the Windows Taskbar. On the Start menu, click All Programs, click the Microsoft Office folder, and then click the program you want to start. When you start Microsoft Word, Excel, or PowerPoint without opening a specific file, the program window appears, displaying a new blank document, workbook, or presentation. When you start Microsoft OneNote without opening a specific notebook, the program window displays the notebook you opened most recently. Quick Access Toolbar Title bar Ribbon Status bar The Word 2010 program window. See Also  Windows 7 introduced many efficient new window-management techniques. For information about ways to work with a program window on a Windows 7 computer, refer to Windows 7 Step by Step by Joan Lambert Preppernau and Joyce Cox (Microsoft Press, 2009).
  • 41. Working in the Program Environment   5 A typical Office 2010 program window contains the following elements: ● The title bar displays the name of the active document. At the left end of the title bar is the program icon, which you click to display commands to move, size, and close the program window. Three buttons at the right end of the title bar serve the same functions in all Windows programs: You can temporarily hide the program window by clicking the Minimize button, adjust the size of the window by clicking the Restore Down/Maximize button, and close the active document or exit the program by clicking the Close button. Maximize Minimize Close The default buttons on the Quick Access Toolbar in the Excel program window. ● By default, the Quick Access Toolbar appears to the right of the program icon at the left end of the title bar. Each program has a default set of Quick Access Toolbar buttons; most commonly, the default Quick Access Toolbar displays the Save, Undo, and Redo buttons. You can change the location of the Quick Access Toolbar and customize it to include any command to which you want to have easy access. The default buttons on the Quick Access Toolbar in the Excel program window. ● Below the title bar is the ribbon. All the commands for working with file content are available from this central location so that you can work efficiently with the program. Dialog box launcher Tabs Groups The ribbon in the PowerPoint program window. See Also  The appearance of buttons and groups on the ribbon changes depending on the width of the program window. For information about changing the appearance of the ribbon to match our images, see “Modifying the Display of the Ribbon” at the beginning of this book.
  • 42. 6    Chapter 1  Explore Office 2010 ● Across the top of the ribbon is a set of tabs. Clicking a tab displays an associated set of commands. Tip  You might find it efficient to add all the commands you use frequently to the Quick Access Toolbar and display it below the ribbon, directly above the workspace. For information, see “Customizing the Quick Access Toolbar” later in this chapter. ● Commands related to managing the program and files (rather than file content) are gathered together in the Backstage view, which you display by clicking the colored File tab located at the left end of the ribbon. Commands available in the Backstage view are organized on named pages, which you display by clicking the page tabs located in the left pane. Clicking the File tab displays the Backstage view, where you can manage files and customize the program. ● Commands related to working with file content are represented as buttons on the remaining tabs. The Home tab is active by default.
  • 43. Working in the Program Environment   7 Tip  Don’t be alarmed if your ribbon has tabs not shown in our screens. You might have installed programs that add their own tabs to the ribbon. ● On each tab, buttons are organized into named groups. Depending on your screen resolution and the size of the program window, the commands in a group might be displayed as labeled buttons, as unlabeled icons, or as one or more large buttons that you click to display the commands within the group. You might want to experiment with the screen resolution and width of the program window to understand their effect on the appearance of tab content. ● If a button label isn’t visible, you can display the command, a description of its function, and its keyboard shortcut (if it has one) in a ScreenTip by pointing to the button. ScreenTips can include the command name, description, and keyboard shortcut. Tip  You can control the display of ScreenTips and of feature descriptions in ScreenTips. Simply display the Backstage view, click Options to open the program’s Options dialog box, and click the ScreenTip setting you want in the User Interface Options area of the General page. For more information, see “Changing Program Settings” later in this chapter. ● Related but less common commands might be available in a dialog box or task pane, which you display by clicking the dialog box launcher located in the lowerright corner of the group. Tip  You might find that less commonly used commands from earlier versions of a program are not available from the ribbon. However, these commands are still available. You can make missing commands accessible by adding them to the Quick Access Toolbar. For more information, see “Customizing the Quick Access Toolbar” later in this chapter.
  • 44. 8    Chapter 1  Explore Office 2010 ● Some buttons include an integrated or separate arrow. To determine whether a button and arrow are integrated, point to the button or arrow to display its border. If a button and its arrow are integrated within one border, clicking the button will display options for refining the action of the button. If the button and arrow have separate borders, clicking the button will carry out the default action indicated by the button’s current icon. You can change the default action of the button by clicking the arrow and then clicking the action you want. The arrow of the Change Styles button is integrated, and the arrow of the Paste button is separate. ● Above the right end of the ribbon is the Minimize The Ribbon button. Clicking this button hides the commands but leaves the tab names visible. You can then click any tab name to temporarily display its commands. Clicking anywhere other than the ribbon hides the commands again. When the full ribbon is temporarily visible, you can click the button at its right end, shaped like a pushpin, to make the display permanent. When the full ribbon is hidden, you can click the Expand The Ribbon button to redisplay it. Keyboard Shortcut  Press Ctrl+F1 to minimize or expand the ribbon. ● Clicking the Help button at the right end of the ribbon displays the program-specific Help window in which you can use standard techniques to find information. Keyboard Shortcut  Press F1 to display the Help window for the active program. See Also  For information about the Help system, see “Getting Help” at the beginning of this book. ● Across the bottom of the program window, the status bar displays information about the current file and provides access to certain program functions. You can control the contents of the status bar by right-clicking it to display the Customize Status Bar menu, on which you can click any item to display or hide it.
  • 45. Working in the Program Environment   9 You can specify which items you want to display on the status bar. ● At the right end of the status bar in the Word, Excel, and PowerPoint program win- dows are the View Shortcuts toolbar, the Zoom button, and the Zoom slider. These tools provide you with convenient methods for adjusting the display of file content. View Shortcuts toolbar Zoom button Zoom slider You can change the file content view by clicking buttons on the View Shortcuts toolbar and change the magnification by clicking the Zoom button or adjusting the Zoom slider. See Also  For information about changing the file content view, see “Viewing Files in Different Ways” in Chapter 2, “Work with Files.”
  • 46. 10    Chapter 1  Explore Office 2010 The goal of all these features of the program environment is to make working in the program as intuitive as possible. Commands for tasks you perform often are readily available, and even those you might use infrequently are easy to find. For example, when a formatting option has several choices available, they are often displayed in a gallery of thumbnails. These thumbnails display visual representations of each choice. If you point to a thumbnail in a gallery, the Live Preview feature shows you what that choice will look like if you apply it to the selected content. Live Preview shows the effect on the selected content of clicking the option you are pointing to. In this exercise, you’ll start Word and explore the tabs and groups on the ribbon. Along the way, you’ll work with galleries and the Live Preview feature. SET UP  You don’t need any practice files to complete this exercise; just follow the steps. 1. On the Start menu, click All Programs, click Microsoft Office, and then click Microsoft Word 2010. Tip  If this is the first time you’ve started an Office 2010 program, Office prompts you to enter your full name and initials. Office 2010 programs use this information when track­ ing changes, responding to messages, and so on. Next, Office prompts you to select the type of information you want to share over the Internet, and offers the option of signing up for automatic program updates from the Microsoft Update service. None of these options place you at risk, and all can be quite useful. The Word program window opens in Print Layout view, displaying a blank document. On the ribbon, the Home tab is active. Buttons related to working with document content are organized on this tab in five groups: Clipboard, Font, Paragraph, Styles, and Editing. 2. Point to each button on the Home tab. Word displays information about the button in a ScreenTip.
  • 47. Working in the Program Environment   11 The ScreenTip for the Format Painter button displays the button’s name, keyboard shortcut, and function. Tip  A button representing a command that cannot be performed on the selected file content is inactive (gray), but pointing to it still displays its ScreenTip. 3. Click the Insert tab, and then explore its buttons. Buttons related to all the items you can insert into the document are organized on this tab in seven groups: Pages, Tables, Illustrations, Links, Header & Footer, Text, and Symbols. The Insert tab of the ribbon. 4. Click the Page Layout tab, and then explore its buttons. Buttons related to the appearance of the document are organized on this tab in five groups: Themes, Page Setup, Page Background, Paragraph, and Arrange. The Page Layout tab of the ribbon.
  • 48. 12    Chapter 1  Explore Office 2010 5. In the Page Setup group, display the ScreenTip for the Margins button. The ScreenTip tells you how you can adjust the margins. 6. In the lower-right corner of the Page Setup group, click the Page Setup dialog box launcher. The Page Setup dialog box opens. In the Page Setup dialog box, you can specify several page layout options in one location. Notice that you can preview the results of your changes before applying them. 7. Click Cancel to close the dialog box.
  • 49. Working in the Program Environment   13 8. In the Themes group, click the Themes button. The group expands to display a gallery of the available themes. The theme controls the color scheme, fonts, and special effects applied to file content. 9. Press the Esc key to close the gallery without making a selection. 10. In the Page Background group, click the Page Color button, and then in the top row of the Theme Colors palette, point to each box in turn. The blank document page shows a live preview of what it will look like if you click the color you are pointing to. You can see the effect of the selection without actually applying it.
  • 50. 14    Chapter 1  Explore Office 2010 11. Press Esc to close the palette without making a selection. 12. Click the References tab, and then explore its buttons. Buttons related to items you can add to documents are organized on this tab in six groups: Table Of Contents, Footnotes, Citations & Bibliography, Captions, Index, and Table Of Authorities. You will usually add these items to longer documents, such as reports. The References tab of the ribbon. 13. Click the Mailings tab, and then explore its buttons. Buttons related to creating mass mailings are organized on this tab in five groups: Create, Start Mail Merge, Write & Insert Fields, Preview Results, and Finish. The Mailings tab of the ribbon. 14. Click the Review tab, and then explore its buttons. Buttons related to proofreading documents, working in other languages, adding comments, tracking and resolving document changes, and protecting documents are organized on this tab in seven groups: Proofing, Language, Comments, Tracking, Changes, Compare, and Protect. The Review tab of the ribbon. 15. Click the View tab, and then explore its buttons. Buttons related to changing the view and other aspects of the display are organized on this tab in five groups: Document Views, Show, Zoom, Window, and Macros.
  • 51. Working in the Program Environment   15 The View tab of the ribbon. 16. On the ribbon, click the File tab, which is color-coded to match the logo color of the Word program. The Backstage view of Word 2010 is displayed. Commands related to managing documents (such as creating, saving, and printing) are available in this view. 17. If the Info page is not already displayed in the Backstage view, click Info in the left pane. On the Info page of the Backstage view, the middle pane provides options to control who can work on the document, to remove properties (associated information), and to access versions of the document automatically saved by Word. The right pane displays the associated properties, as well as dates of modification, creation, and printing, and the names of people who created and edited the document. The Info page displays and provides commands for changing the information attached to a document. See Also  For information about working with properties, see “Preparing Documents for Electronic Distribution” in Chapter 7, “Preview, Print, and Distribute Documents.”
  • 52. 16    Chapter 1  Explore Office 2010 18. In the left pane, click Recent. The Recent page displays the names of the documents you recently worked on. By default a maximum of 20 names is displayed. You can change this number on the Advanced page of the Word Options dialog box. See Also  For information about the Options dialog box, see “Changing Program Settings” later in this chapter. 19. In the left pane, click New. The New page displays all the templates on which you can base a new document. See Also  For information about creating documents, see “Creating and Saving Files” in Chapter 2, “Work with Files.” 20. In the left pane, click Print. The Print page displays all print-related commands and provides a pane for previewing the current document as it will appear when printed. See Also  For information about printing, see Chapter 7, “Preview, Print, and Distribute Documents.” 21. In the left pane, click Share. The Share page displays all the commands related to making the current document available to other people. See Also  For information about working with shared documents, refer to Microsoft Word 2010 Step by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010). 22. In the left pane, click Help. The Help page displays all the ways you can get help and support for Word. The right pane of the Help page displays your Office edition, its version number, and your product ID, which you will need if you contact Microsoft Product Support.
  • 53. Changing Program Settings   17 23. On the Help page, under Tools for Working With Office, click Options. The Word Options dialog box opens. In this dialog box are program settings that control the way the program looks and performs. You can also display this dialog box by clicking Options in the left pane of the Backstage view. See Also  For information about the Options dialog box, see the next section, “Changing Program Settings.” 24. At the bottom of the Word Options dialog box, click Cancel. You return to the blank document with the Home tab active on the ribbon. CLEAN UP  Leave the blank document open if you’re continuing directly to the next exercise. Changing Program Settings Earlier in this chapter, we mentioned that you can change settings in the Options dialog box for each program to customize the program environment in various ways. After you work with a program for a while, you might want to refine more settings to tailor the program to the way you work. Knowing your way around the Options dialog box makes the customizing process more efficient.
  • 54. 18    Chapter 1  Explore Office 2010 In this exercise, you’ll open the Word Options dialog box and explore several of the available pages. SET UP  You don’t need any practice files to complete this exercise. Open a blank document if necessary, and then follow the steps. 1. On the Home tab, in the Font group, point to the Bold button. Word displays a ScreenTip that includes the button name, its keyboard shortcut, and a description of its purpose. 2. Display the Backstage view, and click Options. The Word Options dialog box opens, displaying the General page. The General page of the Word Options dialog box. If you prefer not to see the Mini Toolbar when you select text, you can disable that feature by clearing the Show Mini Toolbar On Selection check box. Similarly, you can disable the live preview of styles and formatting by clearing the Enable Live Preview check box. 3. Under User Interface options, display the Color scheme list, and click Black.
  • 55. Changing Program Settings   19 4. Display the ScreenTip style list, and click Don’t show feature descriptions in 5. Under Personalize your copy of Microsoft Office, verify that the User Name 6. Click OK to close the Word Options dialog box. ScreenTips. and Initials are correct, or change them to the way you want them to appear. The program window elements are now black and shades of gray. 7. In the Font group, point to the Bold button. The ScreenTip now includes only the button name and its keyboard shortcut. 8. Open the Word Options dialog box, and in the left pane, click Display. On this page, you can adjust how documents look on the screen and when printed. The Display page of the Word Options dialog box.
  • 56. 20    Chapter 1  Explore Office 2010 9. In the left pane, click Proofing. This page provides options for adjusting the AutoCorrect settings and for refining the spelling-checking and grammar-checking processes. See Also  For information about AutoCorrect and checking spelling, see “Correcting Spelling and Grammatical Errors” in Chapter 3, “Edit and Proofread Text.” The Proofing page of the Word Options dialog box. 10. Display the Save page. On this page, you can change the default document format; the location and save frequency of the AutoRecover file (a backup file created by Word while you’re working in the file); the default location to which Word saves files you create; and the default location for files you check out from document management servers (such as Microsoft SharePoint) and drafts of those files saved while you are working offline.
  • 57. Changing Program Settings   21 The Save page of the Word Options dialog box. The Save page also has options for specifying whether you want the fonts used within the current document to be embedded in the document, in the event that someone who opens the document doesn’t have those fonts on his or her computer. 11. Under Save documents, display the Save files in this format list. Notice the many formats in which you can save files. One of these is the Word 97‑2003 Document format that creates .doc files compatible with earlier versions of Word. If you upgraded to Word 2010 but your colleagues are still working in an earlier version of the program, you might want to select this option so that they will be able to view and work with any document you create. Tip  If you want to save just one document in a format that is compatible with earlier versions of the program, you can click Word 97-2003 in the Save As Type list of the Save As dialog box. 12. Click away from the list to close it, and then display the Language page. If you create documents for international audiences, you can make additional editing languages available on this page. You can also specify the display, Help, and ScreenTip languages.
  • 58. 22    Chapter 1  Explore Office 2010 The Language page of the Word Options dialog box. 13. Display the Advanced page. This page includes options related to editing document content; displaying documents on-screen; printing, saving, and sharing documents; and a variety of other options. Although these options are labeled Advanced, they are the ones you’re most likely to want to adjust to suit the way you work. See Also  For information about advanced Word 2010 options that aren’t discussed in this book, refer to Microsoft Word 2010 Step by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010).
  • 59. Changing Program Settings   23 The Advanced page of the Word Options dialog box. 14. Take a few minutes to explore all the options on this page. In the General area at the bottom of the page are two buttons: ❍ File Locations  You click this button to change the default locations of various types of files associated with Word and its documents. ❍ Web Options  You click this button to adjust settings for converting a document to a Web page.
  • 60. 24    Chapter 1  Explore Office 2010 15. Skipping over the Customize Ribbon and Quick Access Toolbar pages, which we discuss in later topics in this chapter, click Add-Ins. This page displays all the active and inactive add-ins and enables you to add and remove them. (Add-ins are utility programs that provide additional functionality to an Office program.) The Add-Ins page of the Word Options dialog box. 16. Display the Trust Center page. This page provides links to information about privacy and security. It also provides access to the Trust Center settings that control the actions Word takes in response to documents that are provided by certain people or companies, that are saved in certain locations, or that contain potentially harmful elements such as ActiveX controls or macros.
  • 61. Changing Program Settings   25 The Trust Center page of the Word Options dialog box. 17. Under Microsoft Office Word Trust Center, click Trust Center Settings, and then in the left pane of the Trust Center dialog box, click Trusted Locations. On this page, you can specify the locations from which Word will not block content. The Trusted Locations page of the Trust Center dialog box. CLEAN UP  Close the Trust Center dialog box. Reverse any changes you don’t want to keep before moving on. Then close the Word Options dialog box. Leave the blank document open if you’re continuing directly to the next exercise.
  • 62. 26    Chapter 1  Explore Office 2010 Customizing the Ribbon The ribbon was designed to make all the commonly used commands visible so that people can more easily discover the full potential of an Office 2010 program. But many people use an Office program to perform the same set of tasks all the time, and for them, seeing buttons (or even entire groups of buttons) that they never use is just another form of clutter. See Also  For information about minimizing and expanding the ribbon, see “Customizing the Quick Access Toolbar” later in this chapter. Would you prefer to see fewer commands than appear on the ribbon by default? Or would you prefer to see more specialized groups of commands? Well, you can. From the Customize Ribbon page of an Office 2010 program’s Options dialog box, you can control the tabs that appear on the ribbon, and the groups that appear on the tabs. The Customize Ribbon page of the Word Options dialog box.
  • 63. Customizing the Ribbon   27 On this page, you can customize the ribbon in the following ways: ● If you rarely use a tab, you can turn it off. ● If you use the commands in only a few groups on each tab, you can remove the groups you don’t use. (The group is not removed from the program, just from its tab.) ● You can move a predefined group by removing it from one tab and then adding it to another. ● You can duplicate a predefined group by adding it to another tab. ● You can create a custom group on any tab and then add commands to it. (You cannot add commands to a predefined group.) ● You can create a custom tab on the ribbon. For example, you might want to do this if you use only a few commands from each tab and you find it inefficient to flip between them. Don’t be afraid to experiment with the ribbon to come up with the configuration that best suits the way you work. If at any point you find that your new ribbon is harder to work with rather than easier, you can always reset everything back to the default configuration. Tip  If you upgraded from Office 2007 or an earlier version of Office, you might find that some commands present in the earlier version are not available on the ribbon. A few old features have been abandoned, but others that people used only rarely have simply not been exposed in the user interface. If you want to use one of these hidden features, you can make it a part of your program environment by adding it to the ribbon or to the Quick Access Toolbar. You can find a list of all the commands that do not appear on the ribbon but are still available in a program by displaying the Customize Ribbon page of the program’s Options dialog box and then clicking Commands Not In The Ribbon in the Choose Commands From list. In this exercise, you’ll customize the ribbon in the Word program window by using techniques that are common to all Office 2010 programs. You’ll turn off tabs, remove groups, create a custom group, and add a command to the group. Then you’ll create a tab and move groups of buttons to it. Finally, you’ll reset the ribbon to its default state. SET UP  You don’t need any practice files to complete this exercise. Open a blank document if necessary, and then follow the steps. 1. Open the Word Options dialog box, and then click Customize Ribbon. The Customize Ribbon page is displayed.
  • 64. 28    Chapter 1  Explore Office 2010 2. In the list on the right, clear the check boxes of the Insert, Page Layout, References, Mailings, and Review tabs. Then click OK. The ribbon now displays only the File, Home, and View tabs. The only tab you can’t customize is the File tab, which is your link to the Backstage view. 3. Redisplay the Customize Ribbon page of the Word Options dialog box, and in 4. Above the left pane, click Choose commands from and then, in the list, click Main 5. In the right pane, click the Paragraph group, and then click Remove. the right pane, select the Page Layout check box. Then click the plus sign to display the groups on this tab. Tabs. In the Main Tabs list, click the plus sign adjacent to Page Layout to display the groups that are predefined for this tab. The group is removed from the Page Layout tab on the ribbon (the list on the right) but is still available in the list on the left. You can add it back to the Page Layout tab or add it to a different tab at any time. 6. In the right pane, click the plus sign adjacent to Home to display its groups, and 7. Below the right pane, click New Group. When the New Group (Custom) group then click the word Home. is added to the bottom of the Home group list, click Rename, type Final in the Display name box, and click OK. Then click the Move Up button until the Final group is at the top of the list. Because of its location in the list, the new group will appear at the left end of the Home tab.
  • 65. Customizing the Ribbon   29 You have created a custom group on the Home tab. 8. In the Choose commands from list, click File Tab. The available commands list changes to include only the commands that are available in the Backstage view, which you display by clicking the File tab. 9. In the available commands list, click Inspect Document, and click Add. Then repeat this step to add Mark as Final. The two commands are added to the custom group. You can add commands to a custom group but not to a predefined group.
  • 66. 30    Chapter 1  Explore Office 2010 10. In the right pane, remove the Font, Paragraph, and Styles groups from the Home 11. Click the word Home, and then below the list, click New Tab. tab, and remove the Page Background group from the Page Layout tab. A new tab is added to the right pane and is selected for display on the ribbon. It has automatically been given one custom group. 12. Click Remove to remove the custom group. 13. Click New Tab (Custom), and then click Rename. In the Rename dialog box, type 14. Display Main Tabs in the list on the left, and then expand the Home and Page 15. With the Formatting tab selected in the right pane, add the Font, Paragraph, and Formatting in the Display name box, and click OK. Layout tabs. Styles groups from Home in the left pane, and then add Page Background from Page Layout. The right pane shows the new configuration of the Home, Formatting, and Page Layout tabs. You have moved groups from the Home and Page Layout tabs to a new Formatting tab.
  • 67. Customizing the Quick Access Toolbar   31 16. In the Word Options dialog box, click OK. The Home tab displays the new Final group. The custom Home tab. 17. Click the Formatting tab. The formatting commands are now collected on the Formatting tab. The custom Formatting tab. 18. Display the Customize Ribbon page of the Word Options dialog box. In the lower- 19. Click OK to close the Word Options dialog box. right corner, click Reset, and then click Reset all customizations. Then in the message box asking you to confirm that you want to delete all ribbon and Quick Access Toolbar customizations, click Yes. The default ribbon configuration is restored. CLEAN UP  Close the open document. Customizing the Quick Access Toolbar If you regularly use a few buttons that are scattered on various tabs of the ribbon and you don’t want to switch between tabs to access the buttons or crowd your ribbon with a custom tab, you might want to add these frequently used buttons to the Quick Access Toolbar. They are then always visible in the upper-left corner of the program window. Clicking Quick Access Toolbar in the left pane of a program’s Options dialog box displays the page where you specify which commands you want to appear on the toolbar.
  • 68. 32    Chapter 1  Explore Office 2010 The Quick Access Toolbar page of the Word Options dialog box. On this page, you can customize the ribbon in the following ways: ● You can define a custom Quick Access Toolbar for the program, or you can define a custom Quick Access Toolbar for a specific file. ● You can add any command from any group of any tab, including contextual tabs, to the toolbar. ● You can display a separator between different types of buttons. ● You can move buttons around on the toolbar until they are in the order you want. ● You can reset everything back to the default Quick Access Toolbar configuration. If you never use more than a few buttons, you can add those buttons to the Quick Access Toolbar and then hide the ribbon by double-clicking the active tab or by clicking the Minimize The Ribbon button. Only the Quick Access Toolbar and tab names remain visible. You can temporarily redisplay the ribbon by clicking the tab you want to view.
  • 69. Customizing the Quick Access Toolbar   33 You can permanently redisplay the ribbon by double-clicking any tab or by clicking the Expand The Ribbon button. As you add buttons to the Quick Access Toolbar, it expands to accommodate them. If you add many buttons, it might become difficult to view the text in the title bar, or not all the buttons on the Quick Access Toolbar might be visible, defeating the purpose of adding them. To resolve this problem, you can move the Quick Access Toolbar below the ribbon by clicking the Customize Quick Access Toolbar button and then clicking Show Below The Ribbon. In this exercise, you’ll add a couple buttons to the Quick Access Toolbar for all documents, and then you’ll test the buttons. SET UP  You don’t need any practice files to complete this exercise. Open a blank document, and then follow the steps. 1. Open the Word Options dialog box, and then click Quick Access Toolbar. The Customize The Quick Access Toolbar page displays a list of available commands on the left side, and a list of the currently displayed commands on the right side. Tip  If you want to create a Quick Access Toolbar that is specific to the active file, click the arrow at the right end of the box below Customize Quick Access Toolbar, and then click For <file name>. Then any command you select will be added to a toolbar specific to that file instead of the toolbar for the program. 2. At the top of the available commands list on the left, double-click Separator. 3. Scroll down the available commands list, click the Quick Print command, and then 4. Repeat step 3 to add the Text Highlight Color command. click Add. The Text Highlight Color command is added to the list of commands that will appear on the Quick Access Toolbar. The arrow to the right of the command indicates that clicking this button on the Quick Access Toolbar will display a menu of options.
  • 70. 34    Chapter 1  Explore Office 2010 5. Click OK to close the Word Options dialog box. The Quick Access Toolbar now includes the default Save, Undo, and Repeat buttons and the custom Quick Print and Text Highlight Color buttons, separated by a line. You have added two buttons to the Quick Access Toolbar. To print a document with the default settings, you no longer have to click the File tab to display the Backstage view. Click Print in the left pane, and then click the Print button. 6. If you want to test printing from the Quick Access Toolbar, ensure that your printer is turned on, and then on the Quick Access Toolbar, click the Quick Print button. Now let’s see how easy it is to highlight or remove highlighting from text when you are working primarily with the commands on a tab other than the Home tab. 7. Click the Review tab. Then select the first highlighted paragraph, Proof of notice 8. On the Quick Access Toolbar, click the Text Highlight Color arrow, and then click of meeting. No Color. The yellow highlight is removed from the selection. The No Color option becomes the default for the Text Highlight Color button. 9. Select the next highlighted paragraph, and on the Quick Access Toolbar, click the Text Highlight Color button. The yellow highlight is removed from the selection. 10. Display the Quick Access Toolbar page of the Word Options dialog box, click 11. In the Reset Customizations message box, click Yes to return the Quick Access Reset, and then click Reset only Quick Access Toolbar. Toolbar to its default contents. Then click OK to close the Word Options dialog box. CLEAN UP  Close the open document.
  • 71. Key Points   35 Key Points ● The Office 2010 program environment is flexible and can be customized to meet your needs. ● Most of the settings that control the working environment are gathered on the pages of the Options dialog box. ● You can customize the ribbon to make the development tools you need most often easily accessible. ● You can provide one-click access to any command by adding a button for it to the Quick Access Toolbar, either for the program or for one file.
  • 72. Chapter at a Glance Create and save files, page 38 Open, move around in, and close files, page 46 View files in different ways, page 52
  • 73. 2 Work with Files In this chapter, you will learn how to ✔ Create and save files. ✔ Open, move around in, and close files. ✔ View files in different ways. When working in Microsoft Word, Excel, or PowerPoint, you save content in individual files. In each program, you can save files as different types depending on each file’s purpose. The standard files are Word documents, Excel workbooks, and PowerPoint presentations. Regardless of the program or file type, you use similar techniques for creating, saving, moving around in, and viewing files in each program. When working in OneNote, content is saved in individual files representing pages that are part of a notebook structure. OneNote creates the files for you and saves your changes as you work, so you don’t need to. However, you use some of the same techniques for moving around in and viewing files as you do in other Microsoft Office 2010 programs. In this chapter, you’ll practice working with files in Word, using techniques that are common to working in files created in Word, Excel, or PowerPoint. First you’ll create and save a document and then save an existing document in a different location. Then you’ll open an existing document, move around in it, and close it. Finally, you’ll explore various ways of viewing file content. Practice Files  Before you can complete the exercises in this chapter, you need to copy the book’s practice files to your computer. The practice files you’ll use to complete the exercises in this chapter are in the Chapter02 practice file folder. A complete list of practice files is provided in “Using the Practice Files” at the beginning of this book.    37
  • 74. 38    Chapter 2  Work with Files Creating and Saving Files When you start Word, Excel, or PowerPoint without opening a specific file, the program displays a blank document, workbook, or presentation in which you can start entering content. A blinking cursor (in the form of a vertical line) in the text pane or worksheet cell shows where the next character you type will appear. When an Office 2010 program is running, you can create a new file from the New page of the Backstage view, which you display by clicking the File tab on the ribbon. From the New page, you can create a document based on a preformatted template. Tip  More documents may be added to those available from Microsoft Office Online, so the templates available on your New page might be different from those shown here. The documents listed on the New page are based on templates, which are sets of formats that have been saved in such a way that you can use them as a pattern for new documents. For example, in Word 2010 the icons in the top section of the Available Templates gallery are: ● Blank document  Clicking this icon opens a document formatted with the standard settings. The document contains no content. Tip  The standard Word document settings are based on a template named Normal, which is installed on your computer as part of the Office installation. You can make changes to the Normal template but it is not customary or advisable to do so.
  • 75. Creating and Saving Files   39 ● Blog post  Clicking this icon opens a document containing the basic elements of a blog post in a document window. The document window includes additional functionality enabling you to easily post directly to an existing blog site from within Word. ● Recent templates  Clicking this icon displays a page on which you can select from the most recent templates you have used. Tip  Clicking the Back button or the Home button takes you back to the New page. ● Sample templates  Clicking this icon displays a page on which you can select from sample documents that come with Word. ● My templates  Clicking this icon displays a dialog box in which you can select a template you have created as the basis for a new document. ● New from existing  Clicking this icon displays a dialog box in which you can select an existing document as the basis for a new document. The icons in the Office.com Templates section represent categories of common types of files for the program you’re working in. Depending on how many templates are available in a category, the icon might be a folder. Regardless, clicking one of these icons displays more templates that are available for download from the Microsoft Office Online Web site. You can also search for specific file types by entering the type you want in the Search Office.com For Templates box and clicking the Start Searching button. See Also  For information about document templates, refer to Microsoft Word 2010 Step by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010). When you find a template you might want to use as the basis for your new file, clicking its icon displays a preview of that file in the right pane. You can then click the Create button in the right pane to create the file. Tip  Double-clicking an icon creates that type of file without first displaying it in the preview pane. Each file you create from the New page of the Backstage view is temporary until you save it. To save a document, workbook, or presentation for the first time, you click the Save button on the Quick Access Toolbar or click Save in the Backstage view. Either action displays the Save As dialog box, where you can assign a name and storage location to the file.
  • 76. 40    Chapter 2  Work with Files By default, the Save As dialog box displays the contents of your Documents library. Troubleshooting  This graphic shows the Save As dialog box as it appears when Word is run­ ning on Windows 7. If you are using a different version of the Windows operating system, your dialog box will look different but the way you work in it will be similar. If you want to save the file in a folder other than the one shown in the Address bar at the top of the dialog box, you can click the arrow or chevrons in the Address bar or click locations in the Navigation pane on the left to display the folder you want. If you want to create a folder in which to store the file, you can click the New Folder button on the toolbar. If you want to save a file in a format other than the one shown in the Save As Type box, click the Save As Type arrow and then, in the Save As Type list, click the file format you want.
  • 77. Creating and Saving Files   41 After you save a file the first time, you can save subsequent changes by clicking the Save button. The new version of the file then overwrites the previous version. Keyboard Shortcut  Press Ctrl+S to save the current document. Tip  Windows 7 automatically retains previous file versions. To view previous versions of a file on a computer running Windows 7, right-click the file in Windows Explorer, and then click Restore Previous Versions. If you want to keep both the new version and the previous version, click Save As in the Backstage view, and then save the new version with a different name in the same location or with the same name in a different location. (You can’t store two files of the same type with the same name in the same folder.) Tip  By default, each program periodically saves the file you’re working on in case the program stops responding or you lose electrical power. To adjust the frequency at which the program saves the file, display the Backstage view, click Options, click the Save tab in the left pane of the Options dialog box, and specify the period of time in the box to the right of the Save AutoRecover Information Every check box. Then click OK. In this exercise, you’ll work with files in Word by using techniques that are common to all Office 2010 programs. You’ll create a blank document, enter text, and save the document in a folder that you create. SET UP  You don’t need any practice files to complete this exercise. Start Word, and then follow the steps. 1. On the ribbon, click the File tab to display the Backstage view. Then in the left 2. On the New page, double-click Blank document. pane of the Backstage view, click New. Word creates a blank document temporarily called Document2 and displays it in its own program window in Print Layout view. Document1 is still open, but its window is hidden by the Document2 window. Tip  Word created Document1 when you started the program. See Also  For information about switching between open windows, see “Viewing Files in Different Ways” later in this chapter. 3. With the cursor at the beginning of the new document, type Parks Appreciation Day, and then press the Enter key. The text appears in the new document.
  • 78. 42    Chapter 2  Work with Files 4. Type the following sentence (including the period): Help beautify our city by participating in the annual cleanup of Log Park, Swamp Creek Park, and Linkwood Park. This is a lot of fun! Volunteers receive a free T-shirt and barbeque lunch. Bring your own gardening tools and gloves. Notice that you did not need to press Enter when the cursor reached the right margin because the text automatically continued on the next line. You press Enter at the end of each paragraph; the Word Wrap feature takes care of wrapping each line. Tip  If a red or green wavy line appears under a word or phrase, Word is flagging a possible error in spelling or grammar. For now, ignore any errors. 5. Press Enter, and then type the following sentence (including the period): The Service Committee is coordinating groups to participate in this event. If you are interested in spending time outdoors with your family and friends while improving the quality of our parks, contact Paul Shen at paul@treyresearch.net. 6. On the Quick Access Toolbar, click the Save button. The Save As dialog box opens, displaying the contents of your Documents library. In the File Name box, Word suggests the first words in the document as a possible name. 7. Navigate to your Chapter02 practice file folder.
  • 79. Creating and Saving Files   43 8. On the dialog box’s toolbar, click the New folder button, type My New Documents 9. In the File name box, click anywhere in Parks Appreciation Day to select it, and as the name of the new folder, and press Enter. Then double-click the My New Documents folder. then replace this name by typing My Announcement. Important  Each type of file is identified by a specific file name extension. For exam­ ple, the extension .docx identifies documents created in Word 2010 or Word 2007 that don’t contain macros. Windows 7 does not display these extensions by default, and you don’t need to type them in the Save As dialog box. When you save a file, Word automatic­ ally adds whatever extension is associated with the type of file selected in the Save As Type box. 10. Click Save. The Save As dialog box closes, Word saves the My Announcement document in the My New Documents folder, and the name of the document, My Announcement, appears on the program window’s title bar. 11. Display the Backstage view, and then click Save As. The Save As dialog box opens, displaying the contents of the My New Documents folder, because that is the last folder you worked with. 12. In the Address bar of the Save As dialog box, to the left of My New Documents, click Chapter02. The dialog box now displays the contents of the Chapter02 practice file folder, which is the folder that contains the My New Documents folder. See Also  For information about working with the file properties that appear at the bot­ tom of the Save As dialog box, see “Preparing Documents for Electronic Distribution” in Chapter 7, “Preview, Print, and Distribute Documents.” 13. Click Save. Word saves the My Announcement document in the Chapter02 practice file folder. You now have two versions of the document saved with the same name but in different folders. CLEAN UP  At the right end of the title bar, click the Close button (the X) to close the My Announcement document. Leave Document1 open for use in the next exercise.
  • 80. 44    Chapter 2  Work with Files File Compatibility with Earlier Versions of Office Programs The Office 2010 programs use file formats based on a programming language called extended markup language, or more commonly, XML. These file formats, called the Microsoft Office Open XML Formats, were introduced with Microsoft Office 2007. The Office Open XML formats provide the following benefits: ● File size is smaller because files are compressed when saved, decreasing the amount of disk space needed to store the file, and the amount of bandwidth needed to send files in e-mail, over a network, or across the Internet. ● Recovering at least some of the content of damaged files is possible because XML files can be opened in a text program such as Notepad. ● Security is greater because the standard file formats cannot contain macros, and personal data can be detected and removed from the file. (Word 2010 and Word 2007 provide a different file format—.docm—for documents that contain macros.) Each Office 2010 program offers a selection of file formats intended to provide specific benefits. The file formats and file name extensions for Word 2010 documents include the following: ● Word Document (.docx) ● Word Macro-Enabled Document (.docm) ● Word Template (.dotx) ● Word Macro-Enabled Template (.dotm) ● Word XML Document (.xml) The file formats and file name extensions for Excel 2010 documents include the following: ● Excel Workbook (.xlsx) ● Excel Macro-Enabled Workbook (.xlsm) ● Excel Binary Workbook (.xlsb) ● Excel Template (.xltx) ● Excel Macro-Enabled Template (.xltm) ● Excel Add-In (.xlam)
  • 81. Creating and Saving Files   45 The file formats and file name extensions for PowerPoint 2010 documents include the following: ● PowerPoint Presentation (.pptx) ● PowerPoint Macro-Enabled Presentation (.pptm) ● PowerPoint Template (.potx) ● PowerPoint Macro-Enabled Template (.potm) ● PowerPoint Show (.ppsx) ● PowerPoint Macro-Enabled Show (.ppsm) ● PowerPoint Add-In (.ppam) ● PowerPoint XML Presentation (.xml) ● PowerPoint Picture Presentation (.pptx) Other non–program specific file types, such as text files, Web pages, PDF files, and XPS files, are available from the Save As dialog box of each program. Tip  OneNote notebooks are stored in folders. For information about the OneNote file formats, see “Navigating in the OneNote Program Window” in Chapter 18, “Explore OneNote 2010.” You can open a file created with Office 2003, Office XP, Office 2000, or Office 97 in an Office 2010 program, but new features will not be available. The file name appears in the title bar with [Compatibility Mode] to its right. You can work in Compatibility mode, or you can convert the document to the current file format by displaying the Info page of the Backstage view and clicking the Convert button in the Compatibility Mode section. You can also click Save As in the Backstage view to save a copy of the file in the current format. If you work with people who are using Office 2003, Office XP, Office 2000, or Office 97, you can save your documents in a format that they will be able to open and use by choosing the corresponding 97-2003 file format in the Save As Type list, or they can download the Microsoft Office Compatibility Pack for Word, Excel, and PowerPoint File Formats from the Microsoft Download Center (located at download.microsoft.com) so that they can open current Office files in their version of Office.
  • 82. 46    Chapter 2  Work with Files Opening, Moving Around in, and Closing Files If a program isn’t already running, you can start the program and simultaneously open an existing file by double-clicking the file in Windows Explorer. While a program is running, you can open an existing document from the Backstage view. If you have recently worked on the document you want to open, you can display the Recent page and simply click the document you want in the list. If the document is not available on the Recent page, clicking Open in the left pane displays the Open dialog box. The Open dialog box, displaying the contents of a recently used folder. By default, the Open dialog box displays your Documents library, with a combined view of your My Documents folder and the Public Documents folder. If you display the dialog box again in the same Word session, it displays the contents of the folder from which you last opened a file. To display the contents of a different folder, you can use the standard Windows techniques described in “Creating and Saving Files” earlier in this chapter. After you locate the document you want to work with, you can open it by clicking its file name and then clicking Open in the lower-right corner of the dialog box, or by simply double-clicking the file name. Tip  Clicking a file name and then clicking the Open arrow (not the button) displays a list of alternative ways in which you can open the file. To look through the file without making any inadvertent changes, you can open it as read-only, or you can open a separate copy of the file. After a computer crash or similar incident, you can open the file and attempt to repair any damage. You can also display the file in other versions and formats.
  • 83. Opening, Moving Around in, and Closing Files   47 If you open a document that is too long to fit entirely on the screen, you can bring off-screen content into view without changing the location of the cursor by using the vertical scroll bar in the following ways: ● Click the scroll arrows to move up or down by one line. ● Click above or below the scroll box to move up or down by the height of one window. ● Drag the scroll box on the scroll bar to display the part of the document corre- sponding to the location of the scroll box. For example, dragging the scroll box to the middle of the scroll bar displays the middle of the document. If the document is too wide to fit on the screen, Word displays a horizontal scroll bar that you can use in similar ways to move from side to side. You can also move around in a document by moving the cursor. To place the cursor in a specific location, you simply click there. To move the cursor one page backward or forward, you click the Previous Page and Next Page buttons below the vertical scroll bar. You can also press a keyboard key to move the cursor. For example, pressing the Home key moves the cursor to the left end of a line. Tip  The location of the cursor is displayed on the status bar. You can also display its location by page, section, line, and column, and in inches from the top of the page. SImply select the option you want from the status bar shortcut menu. The following table lists ways to use your keyboard to move the cursor. Cursor movement Key or keyboard shortcut Left one character Left Arrow Right one character Right Arrow Down one line Down Arrow Up one line Up Arrow Left one word Ctrl+Left Arrow Right one word Ctrl+Right Arrow To the beginning of the current line Home To the end of the current line End To the beginning of the document Ctrl+Home To the end of the document Ctrl+End To the beginning of the previous page Ctrl+Page Up To the beginning of the next page Ctrl+Page Down Up one screen Page Up Down one screen Page Down
  • 84. 48    Chapter 2  Work with Files In a long document, you might want to move quickly among elements of a certain type; for example, from graphic to graphic. Clicking the Select Browse Object button at the bottom of the vertical scroll bar displays a gallery of browsing options, such as Browse By Page and Browse By Graphic. (These options are also available on the Go To tab of the Find And Replace dialog box, which you display by clicking the Find arrow in the Editing group of the Home tab and then clicking Go To.) You can also display the Navigation task pane and move from heading to heading or page to page. Keyboard Shortcut  Press Ctrl+G to display the Go To tab of the Find And Replace dialog box. See Also  For information about using the Navigation task pane to search for specific content in a document, see “Finding and Replacing Text” in Chapter 3, “Edit and Proofread Text.” If more than one document is open, you can close the active document without exiting Word by clicking the Close button at the right end of the title bar. If only one document is open, clicking the Close button closes the document and also exits Word. If you want to close that document but leave Word running, you must click Close in the Backstage view. In this exercise, you’ll work with files in Word by using techniques that are common to all Office 2010 programs. You’ll open an existing document, save a copy of the document, and explore various ways of moving around in it. Then you’ll close the document. SET UP  You need the Rules_start document located in your Chapter02 practice file folder to complete this exercise. Continue from the previous exercise or exit and restart Word so that Document1 is the only open document. Then follow the steps. 1. Click the File tab to display the Backstage view, and then click Open. The Open dialog box opens, showing the contents of the folder you used for your previous open or save action. 2. Navigate to the location in which you saved the practice files for this book, and 3. Click the Rules_start document, and then click Open. open the Chapter02 folder. The Rules_start document opens in the Word program window.
  • 85. Opening, Moving Around in, and Closing Files   49 An existing document displayed in Print Layout view. Troubleshooting  The appearance of buttons and groups on the ribbon changes depending on the width of the program window. For information about changing the appearance of the ribbon to match our screen images, see “Modifying the Display of the Ribbon” at the beginning of this book. 4. Display the Backstage view, and in the left pane, click Save As. In the Save As dialog box, change the file name to Rules, and then click Save. Now you can experiment with the document without fear of overwriting the original. 5. In the second line of the document title, click at the end of the paragraph to position the cursor. 6. Press the Home key to move the cursor to the beginning of the line. 7. Press the Right Arrow key six times to move the cursor to the beginning of the word and in the heading.
  • 86. 50    Chapter 2  Work with Files 8. Press the End key to move the cursor to the end of the line. 9. Press Ctrl+End to move the cursor to the end of the document. 10. Press Ctrl+Home to move the cursor to the beginning of the document. 11. At the bottom of the vertical scroll bar, click the Next Page button. 12. Click above the scroll box to change the view of the document by the height of one window. 13. Drag the scroll box to the top of the scroll bar. The beginning of the document comes into view. Note that the location of the cursor has not changed—just the view of the document. 14. Click to the left of the first row of the title to place the cursor at the top of the document, and then near the bottom of the vertical scroll bar, click the Select Browse Object button. A gallery of browsing choices opens. The Select Browse Object gallery. 15. Move the pointer over the buttons representing the objects among which you can browse. As you point to each button, the name of the browsing option appears at the top of the gallery. 16. Click the Browse by Page button. The cursor moves from the beginning of page 1 to the beginning of page 2. 17. Click the View tab, and then in the Show group, select the Navigation Pane check box. The Navigation task pane opens on the left side of the screen, displaying an outline of the headings in the document. The heading of the section containing the cursor is highlighted.
  • 87. Opening, Moving Around in, and Closing Files   51 From the Navigation task pane, you can move from heading to heading or from page to page. 18. In the Navigation task pane, click the Landscaping heading. Word scrolls the document and moves the cursor to the selected heading. 19. In the Navigation task pane, click the Browse the pages in your document tab (the one with the icon of four small pages). Then scroll through the thumbnails in the task pane, and click page 5. 20. At the right end of the Navigation task pane title bar, click the Close button. 21. At the right end of the program window title bar, click the Close button. The Rules document closes, and Document1 becomes the active document. 22. Display the Backstage view, and then click Close. Document1 closes, leaving Word running. Troubleshooting  In step 22, if you click the Close button at the right end of the title bar instead of clicking Close in the Backstage view, you’ll close the open Word document and exit the Word program. To continue working, start Word again. CLEAN UP  If you’re continuing directly to the next exercise, leave Word running.
  • 88. 52    Chapter 2  Work with Files Viewing Files in Different Ways In each program, you can display the content of a file in a variety of views, each suited to a specific purpose. You switch the view by clicking the buttons in the Document Views group on the View tab, or those on the View Shortcuts toolbar in the lower-right corner of the program window. The views in each program are specific to that program’s files. Word 2010 includes the following views: ● Print Layout view  This view displays a document on the screen the way it will look when printed. You can see page layout elements such as margins, page breaks, headers and footers, and watermarks. ● Full Screen Reading view  This view displays as much of the content of the docu- ment as will fit on the screen at a size that is appropriate for reading. In this view, the ribbon is replaced by one toolbar at the top of the screen with buttons for saving and printing the document, accessing references and other tools, highlighting text, and making comments. You can move from page to page and adjust the view by selecting options from the View Options menu. You can edit the document only if you turn on the Allow Typing option on this menu, and you can switch views only by clicking the Close button to return to the previous view. ● Web Layout view  This view displays the document the way it will look when viewed in a Web browser. You can see backgrounds and other effects. You can also see how text wraps to fit the window and how graphics are positioned. ● Outline view  This view displays the structure of a document as nested levels of headings and body text, and provides tools for viewing and changing its hierarchy. ● Draft view  This view displays the content of a document with a simplified layout so that you can type and edit quickly. You can’t see page layout elements. See Also  For information about Web Layout view and Outline view, refer to Microsoft Word 2010 Step by Step by Joyce Cox and Joan Lambert (Microsoft Press, 2010). Excel 2010 includes the following views: ● Normal view  This view displays the worksheet with column and row headers. ● Page Layout view  This view displays the worksheet on the screen the way it will look when printed, including page layout elements. ● Page Break Preview view  This view displays only the portion of the worksheet that contains content, and any page breaks. You can drag page breaks in this view to move them.
  • 89. Viewing Files in Different Ways   53 PowerPoint 2010 includes the following views: ● Normal view  This view displays individual slides with active content objects such as text containers, and a separate pane into which you can enter notes. ● Slide Sorter view  This view displays all the slides in a presentation. You can apply formatting to individual slides and to groups of slides, but you can’t edit the slide content. ● Notes Page view  This view displays each slide and its accompanying notes as they will look when printed in the Notes Page print layout. ● Reading view  This view displays individual slides as they will appear on the screen, without active content objects. In this view, the ribbon is hidden. You can move from page to page and adjust the view by selecting options from a menu on the status bar. You can’t edit slide content in this view. See Also  For information about OneNote 2010 notebook views, see Chapter 18, “Explore OneNote 2010.” When you want to focus on the layout of a document, worksheet, or slide, you can display rulers and gridlines to help you position and align elements. Simply select the corresponding check boxes in the Show group on the View tab. You can also adjust the magnification of the document by using the tools available in the Zoom group on the View tab, or the Zoom button or Zoom slider at the right end of the status bar. Clicking the Zoom button in either location displays a dialog box where you can select or type a percentage; or you can drag the Zoom slider to the left or right or click the Zoom Out or Zoom In button on either side of the slider to change the percentage incrementally. You’re not limited to working with one file at a time. You can easily switch between open files, and you can display more than one program window simultaneously. If you want to work with different parts of a document, you can open the document in a second window and display both, or you can split a window into two panes and scroll through each pane independently by using options in the Window group on the View tab. Not represented on the View tab is a feature that can be invaluable when you are finetuning the layout of a document. Clicking the Show/Hide ¶ button in the Paragraph group on the Home tab turns the display of nonprinting and hidden characters on and off. Nonprinting characters, such as tabs and paragraph marks, control the layout of your document, and hidden characters provide the structure for behind-the-scenes processes, such as indexing. You can control the display of these characters for each window. Tip  You can hide any text by selecting it, clicking the Font dialog box launcher, selecting the Hidden check box, and clicking OK. When the Show/Hide ¶ button is turned on, hidden text is visible and is identified in the document by a dotted underline.
  • 90. 54    Chapter 2  Work with Files In this exercise, you’ll work with files in Word by using techniques that are common to all Office 2010 programs. First you’ll explore various ways that you can customize Print Layout view to make the work of developing documents more efficient. You’ll turn white space on and off, zoom in and out, display the rulers and Navigation task pane, and view nonprinting characters and text. Then you’ll switch to other views, noticing the differences so that you have an idea of which one is most appropriate for which task. Finally, you’ll switch between open documents and view documents in more than one window at the same time. SET UP  You need the Procedures_start and Prices_start documents located in your Chap